Terms & Conditions
We want every KayBear celebration to be as enjoyable, memorable and seamless as possible. These Terms & Conditions explain how our bookings, payments, cancellations, sleepovers, hire items, workshops, creative experiences and shop orders work. They are designed to ensure clarity for both our clients and our team, helping us deliver the exceptional service and magical experiences we're known for across Devon and beyond.
Travel within 15 miles of our base is included free of charge.
For venues located more than 15 miles away, an additional travel charge of 45p per mile will apply for the distance beyond the included 15 mile radius. Any applicable travel charges will be confirmed before your booking is finalised.
By making a booking, purchasing a product or attending an event, you agree to the Terms & Conditions outlined below. Please read them carefully before booking.
Party Bookings & Payments
A booking is secured once a 50% booking payment has been received.
Bookings are not considered confirmed until the booking payment has been received and acknowledged by KayBear Creative Parties.
The remaining 50% balance is due on the day of the event before the party, experience, workshop or hire begins.
Any additional services, upgrades, guest additions or charges agreed after the initial booking may be invoiced separately and must be paid within 7 days unless otherwise agreed.
KayBear Creative Parties reserves the right to cancel, postpone or withhold services where payment has not been received.
Prices are subject to change without notice; however, the price confirmed at the time of booking will be honoured.
Guest Numbers & Booking Changes
Final guest numbers must be confirmed no later than 7 days prior to the event date.
Once final numbers have been confirmed, reductions in guest numbers will not result in a reduction of charges.
Requests to increase guest numbers will be accommodated where possible but cannot be guaranteed and may incur additional charges.
Changes to party packages, activities, venue locations, timings or agreed services may be subject to additional charges and availability.
KayBear Creative Parties reserves the right to refuse significant booking changes where they cannot reasonably be accommodated.
Cancellations & Rescheduling
We understand that plans can change and will always try to be as accommodating as possible.
Customer cancellations made more than 28 days before the event date will receive a full refund of payments made.
Customer cancellations made between 14 and 28 days before the event date will result in 50% of the booking value being retained.
Customer cancellations made less than 14 days before the event date are non-refundable.
Where possible, we will endeavour to transfer bookings to an alternative date, subject to availability.
Rescheduling requests do not guarantee availability and remain at the discretion of KayBear Creative Parties.
Failure to attend an event or booking without notice will be treated as a cancellation and no refund will be provided.
Weather Policy
For outdoor events, weather conditions remain the responsibility of the client.
In the event of adverse weather conditions, clients may provide a suitable indoor alternative venue, subject to prior agreement.
Alternatively, bookings may be transferred to a mutually agreed alternative date, subject to availability.
Refunds will not be provided due to unsuitable weather conditions.
Safety will always remain our priority and KayBear Creative Parties reserves the right to modify activities where necessary due to weather-related concerns.
Party Experiences
Party experiences are designed to provide creative, engaging and enjoyable activities for children.
All children attending remain the responsibility of their parent, guardian or supervising adult throughout the event.
Appropriate adult supervision must be provided at all times.
KayBear reserves the right to adapt activities where necessary due to venue restrictions, safety concerns, weather conditions, participant ages or group sizes.
Activities are designed to encourage creativity and individual expression. Finished projects may vary between participants and may not appear exactly as shown in promotional materials or photographs.
We reserve the right to end an activity, refuse participation or terminate a booking where behaviour presents a risk to guests, staff, equipment or property.
Client Responsibilities
The client is responsible for ensuring:
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The venue is safe and suitable for the booked activity.
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Adequate adult supervision is provided throughout the event.
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Sufficient space is available for setup and activities.
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Access to electricity is available where required.
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Access to toilet facilities is available where appropriate.
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Any relevant allergies, medical conditions or additional needs are communicated in advance.
The client is responsible for the conduct of all guests attending the event.
KayBear accepts no responsibility for injuries, loss or damage arising from the actions of attendees or third parties.
Sleepovers
All sleepover equipment remains the property of KayBear Creative Parties at all times.
The client accepts responsibility for all hired equipment from the time of installation until collection.
Equipment must be used in accordance with any instructions provided.
The following are not permitted on or around sleepover equipment:
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Permanent markers
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Paints
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Slime
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Glitter products not supplied by KayBear Creative Parties
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Open flames
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Candles
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Smoking or vaping
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Pets unless agreed in advance
Equipment must remain indoors unless otherwise agreed.
Clients may be charged for:
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Missing items
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Excessive staining
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Deliberate damage
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Damage beyond normal wear and tear
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Damage caused by misuse
All equipment is cleaned, inspected and maintained between hires.
Collection will take place at the agreed time. Equipment should be ready and accessible for collection.
Extra Touches & Styling
Extra Touches and styling upgrades are available subject to availability.
Examples may include:
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Balloon Dome Hire
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Photo Backdrops
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Picnic Table Styling
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Flower Bars
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Charm Walls
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Friendship Note Boxes
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Face Gems
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Creator Upgrades
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Sleepover Enhancement
All upgrades should be booked in advance wherever possible.
Availability of upgrades cannot be guaranteed once an event has been confirmed.
Discounted pricing may apply when upgrades are booked alongside qualifying KayBear experiences.
Workshops & Events
Workshop places and event tickets are subject to availability.
Bookings for workshops, classes and special events are non-refundable unless cancelled by KayBear.
If a participant is unable to attend, clients should contact us as soon as possible. Transfers may be accommodated at our discretion but cannot be guaranteed.
We reserve the right to amend activities, venues, timings or event content where necessary.
Shop Orders & Returns
Personalised Products
Personalised items are made specifically to order and cannot be returned unless faulty, damaged or supplied incorrectly.
Non-Personalised Products
Non-personalised items may be returned within 14 days of receipt provided they are:
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Unused
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In their original condition
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Suitable for resale
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Returned in original packaging where possible
Return postage costs remain the responsibility of the customer unless the item is faulty.
Faulty or Damaged Goods
If an item arrives damaged or faulty, please contact us as soon as possible and provide photographs where appropriate.
We will arrange a replacement, exchange or refund where required in accordance with your statutory rights.
Shop Orders & Returns
Personalised Products
Personalised items are made specifically to order and cannot be returned unless faulty, damaged or supplied incorrectly.
Non-Personalised Products
Non-personalised items may be returned within 14 days of receipt provided they are:
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Unused
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In their original condition
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Suitable for resale
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Returned in original packaging where possible
Return postage costs remain the responsibility of the customer unless the item is faulty.
Faulty or Damaged Goods
If an item arrives damaged or faulty, please contact us as soon as possible and provide photographs where appropriate.
We will arrange a replacement, exchange or refund where required in accordance with your statutory rights.
Delivery Information
Delivery times provided are estimates only.
KayBear Creative Parties accepts no responsibility for delays caused by postal services, couriers or circumstances beyond our control.
Risk transfers to the customer once goods have been delivered to the supplied delivery address.
Customers are responsible for ensuring delivery information is accurate at the time of ordering.
Additional charges may apply where parcels are returned due to incorrect address information.
Photography & Social Media
We love sharing the creativity and magic of our celebrations.
Photographs featuring identifiable children will only be used where express parental consent has been provided.
Parents and guardians may opt in or decline photography permissions during the booking process.
Consent may be withdrawn at any time by contacting us.
Reviews, testimonials and photographs voluntarily supplied by clients may be used across our website, social media channels and marketing materials unless otherwise requested.
Travel, Access and Venue Requirements
Travel charges may apply outside our standard operating area.
Any additional travel charges will be discussed prior to booking.
Clients are responsible for ensuring:
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Safe access to the venue
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Adequate parking where available
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Sufficient setup space
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Safe loading and unloading access
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Compliance with venue rules and restrictions
Where setup is delayed due to restricted access or venue issues, additional charges may apply.
If venue access is unavailable or unsuitable, KayBear reserves the right to modify or cancel services where necessary.
Late Payments
Outstanding balances must be paid before services commence unless otherwise agreed in writing.
Failure to make payment may result in delays, cancellation or withholding of services.
Invoices relating to damages, replacement costs or additional agreed services must be paid within 7 days.
KayBear reserves the right to recover reasonable costs associated with unpaid invoices.
Illness & Provider Cancellation
In the unlikely event that KayBear is unable to fulfil a booking due to illness, emergency or circumstances beyond our control, we will make every reasonable effort to:
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Offer an alternative date
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Provide a suitable alternative arrangement
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Issue a refund where fulfilment is not possible
Our liability shall be limited to the total amount paid for the affected booking.
Force Majeure
KayBear Creative Parties shall not be liable for delays, interruptions or failures to perform services resulting from circumstances beyond our reasonable control.
This includes but is not limited to:
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Severe weather
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Flooding
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Fire
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Power failures
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Road closures
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Venue closures
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Government restrictions
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Public health emergencies
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Industrial disputes
Where possible, we will work with clients to find an alternative solution.
Equipment Damage & Loss
Clients are responsible for equipment supplied during the booking or hire period.
Charges may apply for:
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Missing items
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Lost items
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Deliberate damage
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Damage caused by misuse
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Irreparable staining
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Theft
Repair or replacement costs will be assessed fairly and communicated to the client.
Allergies & Medical Information
Clients are responsible for informing KayBear Creative Parties of any allergies, medical conditions, accessibility requirements or additional needs which may affect participation.
Whilst every effort will be made to accommodate requirements where possible, we cannot guarantee allergen-free environments.
Participation remains the responsibility of the client and supervising adults.
Promotional Images & Finished Products
Images displayed on our website, social media channels and marketing materials are intended to represent the style and quality of our services.
Colours, materials, products, styling elements and finished projects may vary depending on availability, seasonal changes, supplier availability and bespoke requirements.
Creative activities are intended to encourage individual creativity and finished projects will naturally vary between participants.
No guarantee is made that projects or setups will appear identical to promotional images.
Intellectual Property
All website content, branding, logos, photographs, graphics, designs, creative concepts, workshop concepts, party concepts and written materials remain the intellectual property of KayBear.
No content may be copied, reproduced, distributed or used without prior written permission.
Data Protection
Personal information collected during bookings, purchases and enquiries will be processed in accordance with applicable data protection legislation and our Privacy Policy.
Information will only be used for legitimate business purposes relating to your booking, purchase or enquiry.
Right to Refuse Service
KayBear reserves the right to refuse or terminate services where behaviour is deemed abusive, threatening, unsafe, discriminatory, unlawful or otherwise inappropriate.
No refunds will be provided where services are terminated as a result of such behaviour.
Governing Law
These Terms & Conditions shall be governed by and interpreted in accordance with the laws of England and Wales.
Any disputes arising from these Terms & Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Acceptance Of Terms
By booking a party, sleepover, workshop, event, hire item or purchasing a product from KayBear Creative Parties, you confirm that you have read, understood and agreed to these Terms & Conditions.
These Terms & Conditions constitute the entire agreement between KayBear Creative Parties and the client and supersede any prior discussions, correspondence or agreements relating to the booking.